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Home My WebLink About17.a. Committee Minutes-Administration 07-18-2022 Page 1 of 6 Item 17.a. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT August 4, 2022 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: JULY 18, 2022 - SPECIAL ADMINISTRATION COMMITTEE - CHAIR PILECKI AND MEMBER LAURITZEN Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Minutes of 07-18-22 meeting August 4, 2022 Regular Board Meeting Agenda Packet- Page 69 of 94 Page 2 of 6 CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT 5019 IMHOFF PLACE, MARTINEZ, CA 9A553-A392 BOARD OF DIRECTORS: SPECIAL MEETING OF THE °AVI°R. WILLIAMS President CENTRAL CONTRA COSTA BARBARA D.HOCKETT SANITARY DISTRICT President Pro Tem ADMINISTRATION COMMITTEE MARIAHER.MTZEN MICHAEL R.MCGILL TAD J PILECKI MINUTES PHONE: (925)228-9500 TAX- (925)372-0192 Monday, July 18, 2022 www.centralsan.org 3:00 p.m. (All attendees participated via videoconference) Committee: Chair Tad Pilecki Member Mariah Lauritzen Staff. Roger S. Bailey, General Manager Kent Alm, District Counsel Katie Young, Secretary of the District Philip Leiber, Director of Finance and Administration Benjamin Johnson, Internal Auditor Charles Mallory, Information Technology Manager (left during Item 4.a.) Teji O'Malley, Human Resources and Organizational Development Manager (joined during Item 4.a.) Stephanie King, Purchasing and Materials Manager 1. Notice This meeting was conducted virtually in accordance with the provisions stipulated in Assembly Bill 361 and adopted on July 7, 2022 by the Central San Board of Directors. The agenda included instructions for options in which the public could participate in the meeting. 2. Call Meeting to Order Chair Pilecki called the meeting to order at 3:01 p.m. 3. Public Comments None. August 4, 2022 Regular Board Meeting Agenda Packet- Page 70 of 94 Page 3 of 6 Special Administration Committee Minutes July 18, 2022 Page 2 4. Items for Committee Recommendation to Board a. Continue discussion regarding protocol for handling written public comment correspondence received as part of Board and Committee meetings Ms. Young provided a background on how the proposed policies were created and requested the Committee provide direction on the policies. Mr. Alm stated that the Committee could choose to change the language however they see fit, including adding a determination on the length of a public comment that may be read, for example a six-page document that may be received. Mr. Bailey advised that he has struggled with the issue of posting all public comments received to the District's website and suggested the policy should provide guidance on what type of information should be made available. Mr. Alm reminded the Committee that all comments specific to matters on the agenda for Board action should be posted with the rest of the agenda materials. Those that are not of a matter on the agenda are not required to be posted. Member Lauritzen suggested adding language with respect to the comments received of a personal nature could be provided upon request but not published on the District website. Chair Pilecki expressed disagreement and stated comments of a personnel nature, racial discrimination, sexual harassment, etc. should not be made available for public review. Mr. Alm stated that should the Committee/Board decide to set those restrictions, it should be mentioned in the policy. Rather than a formal Board Policy, the Committee requested staff instead create an informal set of Board guidelines that could be included in the Board Member Handbook. There was a discussion about the person who makes the determination on whether a public comment should be read aloud. It was determined that the General Manager, or his/her designated delegate, would be responsible for that determination. Mr. Alm suggested that should a written comment be received during the meeting, not regarding an item on the agenda, the comment could be deferred to the next meeting in order for the General Manager to review the comment. August 4, 2022 Regular Board Meeting Agenda Packet- Page 71 of 94 Page 4 of 6 Special Administration Committee Minutes July 18, 2022 Page 3 The Committee provided the following direction to create the guidelines: • Guidelines will be informal and included in the Board Member Handbook. • The guidelines will be used for both Board and Committee meetings. • The Board President or the Committee Chair has the authority to make temporary changes to the guidelines based on circumstances. • The General Manager and/or his/her designated delegate will make the determination on which comments are to be read aloud. • All written public comments will be sent to the Board Members. • Public Comments received prior to the posting of the agenda materials will be included in the agenda packet and summarized at the Board meeting (summary of public comment, author and date). • Public Comments received after the agenda has been posted will be read aloud as long as appropriate as approved by the General Manager or his/her designee. • Provide the Board two options on reading the comments: 1. May be read aloud 2. Will be read aloud except those of a personnel nature, threats, excessive length, excessive number of comments, etc. • Include verbiage to differentiate between agenda items versus non- agenda items. • Copies of written public comments will be provided at the public's request, except those of a personnel nature. • All public comments (agenda item or non-agenda item) will be posted to the District website expect those determined inappropriate by the General Manager. The Committee requested staff provide a draft copy of the guidelines for review at the next Administration Committee meeting for further discussion. COMMITTEE ACTION: Reviewed the proposed polices and held discussion. Committee directed staff to create a guideline document to be reviewed at the next Administration Committee meeting. 5. Other Items a. Conduct biennial review of the following Board Policies: • BP 014 - District-Owned Mobile Computing Devices for Board Members • BP 024 - Occupational Health and Safety • BP 034 - Reporting Protocol for Ethics Hotline August 4, 2022 Regular Board Meeting Agenda Packet- Page 72 of 94 Page 5 of 6 Special Administration Committee Minutes July 18, 2022 Page 4 BP 014 - District-Owned Mobile Computinq Devices for Board Members Chair Pilecki mentioned that some Board Members have multiple District devices and suggested adding (s) to the word device. Member Lauritzen concurred. BP 024 - Occupational Health and Safety There were no Committee comments. BP 034 - Reporting Protocol for Ethics Hotline There was a discussion about the multiple options employees have to submit an anonymous comment or complaint. Ms. O'Malley advised that the ethics hotline is through California Sanitation Risk Management Authority (CSRMA), called We Tip, which is sent to a third-party prior to being distributed to the District to maintain confidentiality. COMMITTEE ACTION: Reviewed policies. Committee concurred with no changes to BP 024 and BP 034, and provided input to include a change to BP 014 for Board approval. b. Receive annual status report on biennial review of Board Policies Chair Pilecki inquired about having the respective Board Committees conduct biennial reviews on the policies pertaining to the subject matter. Discussion ensued and the Committee decided to keep the policy reviews status quo. Ms. Young was directed to leave the retired policies on the chart and simply include the title and the date retired. COMMITTEE ACTION: Reviewed the report and provided input to staff. 6. Announcements Mr. Bailey informed the Committee that Director of Engineering and Technical Services Jean-Marc Petit, rescinded his retirement notice and has decided to continue to work at the District. 7. Suggestions for Future Agenda Items a. Receive list of upcoming agenda items and provide suggestions for any other future agenda items COMMITTEE ACTION: Received the list. August 4, 2022 Regular Board Meeting Agenda Packet- Page 73 of 94 Page 6 of 6 Special Administration Committee Minutes July 18, 2022 Page 5 8. Future Scheduled Meetings Tuesday, August 2, 2022 at 1:00 p.m. Tuesday, September 6, 2022 at 1:00 p.m. Tuesday, October 4, 2022 at 1:00 p.m. 9. Adjournment— at 4:17 p.m. August 4, 2022 Regular Board Meeting Agenda Packet- Page 74 of 94